Processing Orders, Shipments, and Invoices
Order Entry matches your company's order processing needs by providing three separate transaction entry forms for entering orders, shipments, and invoices.
For example:
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You can separate your order processing, shipping, and invoicing functions.
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You can enter quotes, orders, shipments, and backorders on the Order Entry form and automatically create invoices for shipped quantities.
Or
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You can directly enter shipments and print invoices on the spot — without entering orders first .
See the following topics on this page:
Job-Related Orders and Invoices
The information used in orders, shipments, and invoices is very similar, with the following exceptions:
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Shipments and invoices contain only the items that you have shipped on an order or miscellaneous charges.
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Payment details appear on the invoice, so if you specify a multiple payment schedule, you will confirm all of the payment details when you invoice the customer (such as the due dates).
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If you use Payment Processing, you can process (and void) credit card prepayments from the Order Entry, Shipment Entry, and Invoice Entry forms. However, you can pre-authorize credit card transactions (and void pre-authorized credit card transactions) only from the Order Entry form.
When you select a shipment for invoicing in the Invoice Entry form, the details from the shipment are copied to the invoice you are entering.
Processing Orders and Quotes
You enter orders and quotes using the Order Entry form. To save time, you can also use the Copy Orders form to copy the details of existing orders for a selected customer to a new order.
To add an order or a quote, you enter:
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Detail information for inventory items and miscellaneous charges.
If you use Payment Processing, you can pre-authorize or process a credit card prepayment for an order. For more information, see Enter a Prepayment.
For information on verifying order totals, see:
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Processing Shipments
If you process shipments after entering orders, you record the shipment using the Shipment Entry form. You can enter any number of shipments for an order, until the order is fully shipped.
If you process shipments while entering orders, you can enter shipped quantities directly on the order.
Order Entry lets you process a single shipment document for one order number or for multiple orders, but you can ship items only until an order is fully shipped. (Details that are fully shipped are not available for future shipments.)
When you select an order for shipment on the Shipment Entry form, the details from the order are copied to the shipment transaction you are entering.
If you use Payment Processing, you can process a credit card prepayment for a shipment, or capture a pre-authorized credit card payment for an order.
Note: If you use Payment Processing, you must capture or void all outstanding credit card pre-authorizations for any orders that are included in the shipment before you can post the shipment.
Shipment Entry lets you edit shipment transactions until the order is fully shipped. You can delete details, and you can edit most of the detail information for a shipment, except the item numbers and the quantities committed to the order. You can also enter a negative quantity on a shipment transaction. You cannot enter new detail lines, however.
To create an invoice automatically when you post a shipment, select the Create Invoice option on the Totals tab of the Shipment Entry form. Then, in the Invoice Number field that appears, either type an invoice number or accept the ***New*** entry to have the program assign the next sequential invoice number.
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Processing Invoices
You can create invoices automatically when you ship goods — either with the Order Entry form or the Shipment Entry form. You create the invoice by selecting the "Create Invoice" option on the Shipment tab or on the Totals tab when you create a shipment. You can print the invoice when you post the shipment.
You use the Invoice Entry form to process invoices for shipped items or miscellaneous charges if you create invoices as that separate function from shipping goods.
If you use Payment Processing, you can process a credit card prepayment for an invoice.
Order Entry lets you process a single invoice for one shipment or for multiple shipments, but only until the shipment is fully invoiced. (Details that are fully invoiced are not available for future invoices.)
For information on producing invoices, see:
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Job-Related Orders, Shipments, and Invoices
If you use Sage ERP Accpac Project and Job Costing, you can create and process job-related orders that allocate inventory items, labor costs, and miscellaneous charges to particular contracts, projects, and categories that are tracked in the Project and Job Costing program.
Quotes and new contracts
Order Entry lets you create new contracts in PJC when you enter a new quote. New contracts can be based on existing contracts, so you can create template contracts containing standard items and costs. Amounts entered on quote detail lines will appear as original estimates in the Contract Maintenance form in Project and Job Costing.
When you change the order from Quote to Active, Order Entry will update Project and Job Costing line-by-line to change the status of each referenced project from Estimate to Open.
Service orders for existing contracts
You can also process orders and invoices in Order Entry for long-term contracts and let Project and Job Costing track all of the costs and revenues.
For example, you may have year-long service contracts but invoice clients for each service call. For each service call, you could activate a standing order with standard call details, change it as required, and then issue the invoice.
Project Invoicing
The Project invoicing option lets you invoice job-related orders in Order Entry or from Project and Job Costing.
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If you select the project invoicing option, all of the billing for this order will be handled by the Project and Job Costing program.
Order Entry will not create an invoice for this order, but will debit the Work in Progress account when you ship the order and pass all information to Project and Job Costing for it to process billings using the Create Billing Worksheet form.
Negative shipments as credit notes: Order Entry allows negative shipments if you are using project invoicing because you cannot post a credit note for job-related, project invoicing documents. Negative shipments provide credit note functionality for job-related project invoicing.
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If you do not select project invoicing, Order Entry invoices go to Accounts Receivable, where the cost of sales and revenues are posted together from A/R. Typically, service companies would invoice from Order Entry, and close the jobs when they post the invoices.
Click
here to see which projects can be invoiced in Order Entry.
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Project Type and Accounting Method |
Invoicing |
Notes |
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Can choose to invoice in Order Entry or in Project and Job Costing |
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Invoicing is done by Project and Job Costing |
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Item details
You cannot mix job-related and non-job-related order details on the same order.
For job-related orders, you must specify the quantity purchased, as well as the contract, project, and category to which each item applies. The contract, project, category and resource (if applicable) must exist in Project and Job Costing.
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If billing is going through PJC, the program also displays the Billing Type, Billing Rate, and Extended Billing Amount fields for Time and Materials and Fixed Price Billings and Costs and Accrual-Basis.
For all other project types and accounting methods, you use the Unit Price and Extended Price on the Order Entry detail lines.
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When a shipment is posted in Order Entry, Project and Job Costing calculates overhead and labor and sends the appropriate amounts and accounts back to Order Entry. (This is the same as with Accounts Receivable.)
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The Order Entry and Shipment Entry forms check the settings on the Project tab in Contract Maintenance to determine the unit price to bill the customer.
Depending on the Default Billing Rate field choice in Contract Maintenance, Order Entry may get the billing rate from PJC, and use that as the unit price.
If billing is going through PJC, Order Entry will tell Project and Job Costing the extended cost and the extended price.
Miscellaneous charges
Miscellaneous charges perform two functions on job-related orders:
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Allow you to invoice external charges, such as freight.
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Record internal, non-material transactions, such as equipment use, subcontractors, or labor.
You must select the Allow For Jobs option on the Miscellaneous Charge setup form to use a miscellaneous charge on a job-related order.
If the you want to calculate labor and overhead for a miscellaneous charge, you must have an extended cost on the detail line, and the job category you select on the detail line must have Labor Type and Overhead Type set to a percentage method.
If the selection for the category Labor Type and Overhead Type is None or is a Rate method, labor and overhead will not be calculated.
Multicurrency
If you are invoicing in Order Entry, O/E will pass functional cost amounts and functional and source revenue amounts to Accounts Receivable.
If you are invoicing in Project and Job Costing (Project Invoicing is selected), Order Entry will pass both functional and source cost amounts and source revenue amounts to PJC. (Order Entry will calculate the source cost by using the document currency and date for exchange.)
Taxes
Although Project and Job Costing allows tax groups to be specified by project, if you are producing the invoice in Order Entry, the tax group specified for the order applies to all contracts and projects listed in the O/E document details. If you require different tax groups for different contracts and projects, they will have to be entered on separate orders.
Note that this doesn't apply if the document is set for Project Invoicing — the tax group of the project will be used to calculate the tax because the invoice will be generated in Project and Job Costing.
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See
Using Order Entry with Project and Job Costing
Setting Up Miscellaneous Charges
Entering Miscellaneous Charge Details
Journal Entries Generated by Posted Transactions
See also